How to Write an Effective Request for Proposal

A Request for Proposal (RFP) is an official document that details services you require for a given proposed project. We try to respond, point by point, to your RFP when making an assessment on the cost and time requirements associated with your proposed project. The RFP is the foundation upon which our relationship with you is built.

The key to getting the best quality services required for your e-learning project is a carefully written RFP. The following information has been provided to you to assist in providing us with a detailed RFP so that we can better serve you. Top five things to include in your RFP include:

Your Overall Training Goal
Within your RFP you should include the general business goals which need to be met by the proposed e-learning program.

The Trainees/Audience
Your RFP should also include a brief summary of the roles/jobs of the trainees. This information should include details regarding how job roles and processes are currently taught, and how trainees' responsibilities will change as a result of the introduction of the proposed e-learning program. Be sure to include the number of people, by job category and geographic location, expected to be trained. This type of information will assist us in understanding your target audience for whom the program will be developed.

State Your Objectives
The objectives within the RFP should describe exactly what the trainees will be required to do as a result of going through the e-learning training program. Each objective should be detailed within the RFP so we can better understand the training goals of your proposed e-learning program.

Project Details/Specifications
An effective RFP should also include specific details about the project such as:

Details regarding training program content

• Estimating the hours of CBT/WBT training will help us to provide you with an accurate quote
• Details regarding the proposed training environment (LAN, Web, CD-ROM, etc.) will help us to choose the most effective and efficient design for your needs
• A description of the program and content to be taught will help us to acquire knowledge of the content so that we can better assist you with the instructional design of your program

Anticipated project team organization

• Providing a time estimate of the availability of your own staff will help us prepare a schedule that meets your team's agenda
• Details regarding the reporting relationships among your team will help us to gain a better understanding of your internal processes which will be crucial to meeting deadlines and attaining approval at various stages of the project

Development Requirements & Resources

• A list of platform/connectivity requirements (i.e., Windows/Mac, for delivery via CD-ROM or web?) will help our team develop a cost-effective solution guaranteed to meet the needs of your training environment
• Requirements in development process including revision cycles, start date, or deadline, will help us to create a project plan that meets your training agenda
• A listing of expected deliverables helps us to clarify the exact services and products being requested
• A listing of available resources (both in terms of content-related material and previously trained personnel, SMEs, or instructors) will help us to estimate the level of work and time required to create your customized program
  

Budget/Schedule Criteria

• Although some clients prefer not to specify a budget, indicating an allotted budget for the project will help us to provide you with suggestions and solutions that meet your budget or desired timeframe
• Indicating budget, schedule, or design contraints/limitations will assure you a more accurate quote and response to your RFP

Request for Vendor Suggestions/Input
It's always a useful idea to include a request for feedback from our team when there are specific needs you aren't sure how to address. This includes areas in which you are flexible regarding design.

As a vendor, we're experienced professionals who are capable of conceiving several creative alternatives. However, if your RFP leaves us with the impression that you have already locked in on a specific mode of instruction (e.g., self-study, driven by audio tape), we may assume we're limited to providing a solution for those constraints.

Contact us if you're interested in having us review your RFP or having us propose a solution.